Tender Document...cost of printing and provision of the document which is Rs. 1000/-. Tender Document is also available at and and may be downloaded free of cost. All prospective bidders

Tender Document Tender No. 320072020-2

PROCUREMENT OF PRINTED, PUBLISHING ITEMS FOR PITB AND IT’S VARIOUS

PROJECTS UNDER FRAMEWORK CONTRACT

Punjab Information Technology Board (PITB)

13th Floor, Arfa Software Technology Park (ASTP),

346-B, Ferozepur Road, Lahore, Pakistan

Phone: (+ 92) (42) (35880062), Fax: (+92) (42) (99232123)

URL: www.pitb.gov.pk

Page 2 of 38

Table of Contents

1. Invitation to Bid ............................................................................................................. 5

2. Bidding Details (Instructions to Bidders) ....................................................................... 6

TERMS AND CONDITIONS OF THE TENDER ............................................................................... 8

3. Definitions ..................................................................................................................... 8

4. Headings and Titles ....................................................................................................... 9

5. Notice ............................................................................................................................ 9

6. Tender Scope ................................................................................................................. 9

7. Tender Eligibility/Qualification Criteria ......................................................................... 9

8. Tender Cost ................................................................................................................. 10

9. Joint Venture / Consortium ......................................................................................... 10

10. Examination of the Tender Document ........................................................................ 10

11. Clarification of the Tender Document ......................................................................... 10

12. Amendment of the Tender Document ........................................................................ 10

13. Preparation / Submission of Tender ........................................................................... 10

14. Tender Price................................................................................................................. 13

15. Bid Security (Earnest Money) ...................................................................................... 13

16. Tender Validity ............................................................................................................ 13

17. Modification / Withdrawal of the Tender ................................................................... 14

18. Opening of the Tender ................................................................................................ 14

19. Clarification of the Tender .......................................................................................... 14

20. Determination of Responsiveness of the Bid (Tender) ............................................... 14

21. Correction of errors / Amendment of Tender ............................................................ 15

22. TECHNICAL EVALUATION CRITERIA ............................................................................. 15

23. FINANCIAL PROPOSAL EVALUATION ........................................................................... 16

24. Rejection / Acceptance of the Bid ............................................................................... 17

25. Award Criteria.............................................................................................................. 18

26. Acceptance Letter........................................................................................................ 18

27. Redressal of grievances by the procuring agency ....................................................... 18

28. Contract ....................................................................................................................... 19

29. Contract Duration ........................................................................................................ 19

30. Contract Documents and Information ........................................................................ 19

31. Contract Language ....................................................................................................... 19

32. Standards ..................................................................................................................... 19

33. Patent Right ................................................................................................................. 19

34. Execution Schedule ..................................................................................................... 19

35. Delivery ........................................................................................................................ 19

36. Payment ....................................................................................................................... 20

37. Price ............................................................................................................................. 20

38. Contract Amendment .................................................................................................. 20

39. Assignment / Subcontract ........................................................................................... 20

40. Extensions in time for performance of obligations under the Contract ..................... 21

41. Liquidated Damages .................................................................................................... 21

42. Blacklisting ................................................................................................................... 21

43. Termination for Default ............................................................................................... 21

44. Termination for Insolvency ......................................................................................... 21

Page 3 of 38

45. Termination for Convenience ...................................................................................... 21

46. Force Majeure ............................................................................................................. 22

47. Dispute Resolution ...................................................................................................... 22

48. Statutes and Regulations ............................................................................................. 22

49. Taxes and Duties .......................................................................................................... 23

50. Contract Cost ............................................................................................................... 23

51. The Client ..................................................................................................................... 23

52. Authorized Representative.......................................................................................... 23

53. Waiver ......................................................................................................................... 23

ANNEXURE-A ...................................................................................................................... 24

ANNEXURE-B ...................................................................................................................... 26 ANNEXURE-C ...................................................................................................................... 27 ANNEXURE-D ...................................................................................................................... 28 ANNEXURE-E ...................................................................................................................... 31

ANNEXURE-F ....................................................................................................................... 32 ANNEXURE-G ...................................................................................................................... 34

ANNEXURE-H ...................................................................................................................... 35 ANNEXURE-I ....................................................................................................................... 36 ANNEXURE-J ....................................................................................................................... 38

Page 4 of 38

Important Note:

Bidders must ensure that they submit all the required documents indicated in the Bidding Documents

without fail. Bids received without, undertakings, valid documentary evidence, supporting documents

and the manner for the various requirements mentioned in the Bidding Documents or test certificates

are liable to be rejected at the initial stage itself. The data sheets, valid documentary evidences for the

critical components as detailed hereinafter should be submitted by the Bidder for scrutiny.

Applicability of Punjab Procurement Rules, 2014

This Bidding Process will be governed under Punjab Procurement Rules, 2014, as amended from time to

time and instructions of the Government of the Punjab received during the completion of the project.

Page 5 of 38

1. Invitation to Bid

1.1 PPRA Rules to be followed

Punjab Procurement Rules, 2014 will be strictly followed. These may be obtained from PPRA’s website.

In this document, unless otherwise mentioned to the contrary, "Rule" means a Rule under the Punjab Procurement Rules, 2014.

1.2 Mode of Advertisement(s)

As per Rule 12(1&2), this Tender is being placed online at PPRA's website, as well as being advertised in print media.

As per Rule 12(2), this Tender is placed online at the websites of Purchaser and PPRA. The tender document is available in the office of Punjab Information Technology Board, 13th Floor, Arfa Software Technology Park, 346-B, Ferozepur Road, Lahore & the same may be obtained subject to the payment of cost of printing and provision of the document which is Rs. 1000/-. Tender Document is also available at www.pitb.gov.pk and www.ppra.punjab.gov.pk and may be downloaded free of cost.

All prospective bidders are required to collect a Challan Form from the Procurement Assistant, PITB at above given address; to submit an amount of Rs. 1,000/- in PITB’s account. The deposit slip / Challan Form must accompany respective bid.

1.3 Type of Open Competitive Bidding

As per Rule 38(2)(a), Single Stage - Two Envelope Bidding Procedure shall be followed. The said procedure is reproduced as follows:

(i) the bid shall be a single package consisting of two separate envelopes, containing separately the financial and the technical proposals;

(ii) the envelopes shall be marked as “Financial Proposal” and “Technical Proposal”;

(iii) in the first instance, the “Technical Proposal” shall be opened and the envelope marked as “Financial Proposal” shall be retained unopened in the custody of the procuring agency;

(iv) the procuring agency shall evaluate the technical proposal in the manner prescribed in advance, without reference to the price and shall reject any proposal which does not conform to the specified requirements;

(v) during the technical evaluation no amendments in the technical proposal shall be permitted;

(vi) after the evaluation and approval of the technical proposals, the procuring agency shall open the financial proposals of the technically accepted bids, publically at a time, date and venue announced and communicated to the bidders in advance, within the bid validity period;

(vii) the financial bids found technically nonresponsive shall be returned un-opened to the respective bidders; and

(viii) The lowest evaluated bidder shall be awarded the contract.

Page 6 of 38

2. Bidding Details (Instructions to Bidders)

All bids must be accompanied by Bid Security (Earnest Money), as per provisions of this tender

document clause “Bid Security” in favor of “Punjab Information Technology Board”. The complete bids

as per required under this tender document, must be delivered into the Tender Box No.1, placed at

reception of Punjab Information Technology Board, Lahore, not later than 1200 hours on last date of

submission of bids i.e. 10th August, 2020 late bids shall not be considered. The Technical bids shall be

publicly opened in the Committee Room of Punjab Information Technology Board, 13th Floor, Arfa

Software Technology Park, 346-B, Ferozepur Road, Lahore, at 1230 hours on 10th August, 2020. In case

the last date of bid submission falls in / within the official holidays / weekends of the Purchaser, the last

date for submission of the bids shall be the next working day.

Queries of the Bidders (if any) for seeking clarifications regarding the specifications of the Goods/

Items/General Order Supplies must be received in writing to the Purchaser till 25th July, 2020. Any query

received after said date may not be entertained. All queries shall be responded to within due time. PITB

may host a Q&A session, if required, at PITB premises (13 th Floor, Arfa Software Technology Park, 346-

B, Ferozepur Road, Lahore). All Bidders shall be informed of the date and time in advance.

The bidder shall submit bid which comply with the Bidding Document. Alternative bids and options

shall not be considered. The attention of bidders is drawn to the provisions of this tender document

Clause regarding “Determination of Responsiveness of Bid” and “Rejection / Acceptance of the

Tender” for making their bids substantially responsive to the requirements of the Bidding Document.

It will be the responsibility of the Bidder that all factors have been investigated and considered while

submitting the Bid and no claim whatsoever including those of financial adjustments to the contract /

Letter of Intent awarded under this Bid Process will be entertained by the Purchaser. Neither any time

schedule, nor financial adjustments arising thereof shall be permitted on account of failure by the Bidder.

It must be clearly understood that the Terms and Conditions and Specifications are intended to be strictly

enforced. No escalation of cost except arising from increase in quantity by the Bidder on the demand and

approval of the Purchaser will be permitted throughout the period of completion of the contract.

The Bidder should be fully and completely responsible for all the deliveries and deliverables to the

Purchaser.

Page 7 of 38

The Primary Contact & Secondary Contact for all correspondence in relation to this bid is as follows:

Primary Contact

Habib Nawaz Khan

Email: [email protected]

Assistant Director (Admin)

11th Floor, Arfa Software Technology Park, 346-B,

Ferozepur Road, Lahore, Pakistan.

Secondary Contact

M. Jahanzaib Khan

Assistant Director (Development & Procurement) Email: [email protected]

13th Floor, Arfa Software Technology Park, 346-B,

Ferozepur Road, Lahore, Pakistan.

Bidders should note that during the period from the receipt of the bid and until further notice from the Primary Contact, all queries should be communicated via the Primary Contact and in writing (e-mail) only. In the case of an urgent situation where the Primary Contact cannot be contacted, the bidder may alternatively direct their enquiries through the Secondary Contact.

Bidders are also required to state, in their proposals, the name, title, contact number (landline, mobile), fax number and e-mail address of the bidder’s authorized representative through whom all communications shall be directed until the process has been completed or terminated.

The Purchaser will not be responsible for any costs or expenses incurred by bidders in connection with

the preparation or delivery of bids.

Failure to supply required items/services within the specified time period will invoke penalty as

specified in this document.

mailto:[email protected]

Page 8 of 38

TERMS AND CONDITIONS OF THE TENDER

3. Definitions

3.1 In this document, unless there is anything repugnant in the subject or context:

3.2 "Authorized Representative" means any representative appointed, from time to time, by the Client, the Purchaser or the Contractor.

3.3 “Availability and Reliability” means the probability that a component shall be operationally ready to perform its function when called upon at any point in time.

3.4 "Client" means the Project lead of technical / concerned wing of the Purchaser for whose’ particular project the Goods / Services have been procured or any other person, duly appointed in writing, by the Client, for the time being or from time to time, to act as Client for the purposes of the Contract.

3.5 “Bidder” means the interested Firm/Company/Supplier/Distributors that may provide or provides the printing & publishing items etc. and related services to any of the public/private sector organization under the contract and have registered for the relevant business thereof.

3.6 "Commencement Date of the Contract" means the date of signing of the Contract between the Purchaser and the Contractor.

3.7 "Contract" means the agreement entered into between the Purchaser and the Contractor, as recorded in the Contract Form signed by the parties, including all Schedules and Attachments thereto and all documents incorporated by reference therein.

3.8 "Contractor / Vendor" means the Bidder whose bid has been accepted and awarded Letter of Intent for a specific item followed by the signing of Contract.

3.9 "Contract Price" means the price payable to the Contractor under the Contract for the full and proper performance of its contractual obligations.

3.10 "Contract Value" means that portion of the Contract Price adjusted to give effect to such additions or deductions as are provided for in the Contract which is properly apportion-able to the Goods or Services in question.

3.11 "Day" means calendar day.

3.12 "Force Majeure" means an event beyond the control of the Contractor and not involving the Contractor's fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the Purchaser in its sovereign capacity, wars, revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

3.13 "Goods" means printing & publishing items which the Contractor is required to supply to the Purchaser under the Contract.

3.14 "Person" includes individual, association of persons, firm, company, corporation, institution and organization, etc., having legal capacity.

3.15 "Prescribed" means prescribed in the Tender Document.

3.16 "Purchaser" means the Punjab Information Technology Board (PITB) or any other person for the time being or from time to time duly appointed in writing by the Purchaser to act as Purchaser for the purposes of the Contract.

3.17 "Origin" shall be considered to be the place where the Goods are produced or from where the Services are provided. Goods are produced when, through manufacturing, processing or assembling of components, a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its components. The origin of Goods and Services is distinct from the nationality of the Contractor.

3.18 "Services" means after sale service, etc. of Goods and other such obligations which the

Page 9 of 38

Contractor is required to provide to the Purchaser under the Contract.

3.19 “Taking-Over Certificate" means the certificate to be issued by the Client to the Contractor, in accordance with the Contract.

3.20 "Works" means work to be done by the Contractor under the Contract.

3.21 “Eligible” is defined as any country or region that is allowed to do business in Pakistan by the law of Government of Pakistan

4. Headings and Titles

In this document, headings and titles shall not be construed to be part thereof or be taken into consideration in the interpretation of the document and words importing the singular only shall also include the plural and vice versa where the context so requires.

5. Notice

5.1 In this document, unless otherwise specified, wherever provision is made for exchanging notice, certificate, order, consent, approval or instructions amongst the Contractor, the Purchaser and the Client, the same shall be:

5.1.1 in writing;

5.1.2 issued within reasonable time;

5.1.3 served by sending the same by courier or registered post to their principal office in Pakistan or such other address as they shall notify for the purpose; and

5.1.4 The words "notify", "certify", "order", “consent”, “approve”, "instruct", shall be construed accordingly.

6. Tender Scope

6.1 Punjab Information Technology Board (PITB), (hereinafter referred to as “the Purchaser”) invites

/ requests Proposals (hereinafter referred to as “the Tenders”) for supply of printing and

publishing items (Hereinafter referred to as “the Goods”) and for after-sale support of said

Goods (hereinafter referred to as “the Services”).

6.2 The Goods/items will be delivered to Punjab Information Technology Board, Lahore. Detail

requirements and specifications are attached at Annex-A.

7. Tender Eligibility/Qualification Criteria

7.1 Eligible Bidder is a Bidder who:

7.1.1 has a registered/incorporated company/firm in Pakistan with relevant business experience of last one (01) year.

7.1.2 has valid Registration of General Sales Tax (GST) & National Tax Number (NTN);

7.1.3 has submitted bid for complete and relevant bid security. Non-compliance of the same shall be cause rejection of the bid;

7.1.4 has not been blacklisted by any of Provincial or Federal Government Department, Agency, Organization or autonomous body or Private Sector Organization anywhere in Pakistan (Submission of undertaking is mandatory);

7.1.5 Conforms to the clause of “Responsiveness of Bid” given herein this tender document.

7.1.6 Goods and Services can only be supplied / sourced / routed from “origin” in “eligible” member countries.

Page 10 of 38

a. Eligible” is defined as any country or region that is allowed to do business in Pakistan by the law of Government of Pakistan.

b. "Origin" shall be considered to be the place where the Goods are produced or from which the Services are provided. Goods are produced when, through manufacturing, processing or substantial and major assembling of components, a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its components.

Note: Verifiable documentary proof for all above requirements is a mandatory requirement, noncompliance will lead to disqualification.

8. Tender Cost

The Bidder shall bear all costs / expenses associated with the preparation and submission of the Tender(s) and the Purchaser shall in no case be responsible / liable for those costs / expenses.

9. Joint Venture / Consortium

Joint venture / consortium are not eligible for this tender.

10. Examination of the Tender Document

The Bidder is expected to examine the Tender Document, including all instructions and terms and conditions.

11. Clarification of the Tender Document

The Bidder may require further information or clarification of the Tender Document, within 05 (five) calendar days of issuance of tender in writing. The clarification and its replies will be shared with all prospective bidders. Bidders should note that during the period from the receipt of the bid and until further notice from the Primary Contact given herein this document, all queries should be communicated via the Primary Contact and in writing (e-mail) only. In the case of an urgent situation where the Primary Contact cannot be contacted, the bidder may alternatively direct their enquiries through the Secondary Contact.

12. Amendment of the Tender Document

12.1 The Purchaser may, at any time prior to the deadline for submission of the Tender, at its own initiative or in response to a clarification requested by the Bidder(s), amend the Tender Document, on any account, for any reason. All amendment(s) shall be part of the Tender Document and binding on the Bidder(s).

12.2 The Purchaser shall notify the amendment(s) in writing to the prospective Bidders as per Punjab Procurement Rules, 2014.

12.3 The Purchaser may, at its exclusive discretion, amend the Tender Document to extend the deadline for the submission of the Tender as per Rule-25(4) of Punjab Procurement Rules, 2014.

13. Preparation / Submission of Tender

13.1 The Bidder must bid for all items.

13.2 The Tender and all documents relating to the Tender, exchanged between the Bidder and the Purchaser, shall be in English.

13.3 The Tender shall be in two parts i.e. the technical proposal and the financial proposal. Each proposal shall be in two sets i.e. the original and the copy. In the event of any discrepancy between the original and the duplicate, the original shall govern.

13.4 Technical Proposal shall comprise the following, without quoting the price: 13.4.1 Technical Proposal Form (Annexure-B) 13.4.2 Undertaking (All terms & conditions and qualifications listed anywhere in

Page 11 of 38

this tender document have been satisfactorily vetted) and Affidavit (Integrity Pact) (Annexure-G&H)

13.4.3 Covering letter duly signed and stamped by authorized representative. (Annexure-E)

13.4.4 Evidence of eligibility of the Bidder and the Goods

13.4.5 Evidence of conformity of the Goods / the Services to the Tender Document

13.4.6 Submission of undertaking that the firm is not blacklisted by any of Provincial or Federal Government Department, Agency, Organization or autonomous body or Private Sector Organization anywhere in Pakistan.

13.4.7 Valid Registration Certificate for Income Tax & Sales Tax

13.4.8 Power of Attorney, if an authorized representative is appointed (Annexure-F)

13.5 The Financial Proposal shall comprise the following:

13.5.1 Financial Proposal Form (Annexure-C)

13.5.2 Price Schedule (Annexure-D)

13.5.3 Bid Security (Earnest Money), as per provisions of the clause Bid Security of this document.

13.6 The Bidder shall seal the Original Technical Proposal in an envelope duly marked as under:

Original Technical Tender for

Tender Name. [Name of Tender]

Tender No. 320072020-2

[Name of the Purchaser]

[Address of the Purchaser]

[Name of the Bidder]

[Address of the Bidder]

[Phone No. of the Bidder]

13.7 The Bidder shall seal the Duplicate Technical Tender in an envelope duly marked as under:

Duplicate Technical Proposal for


Tender No. 320072020-2




Page 12 of 38



13.8 The Bidder shall follow the same process for the Financial Tender.

13.9 The Bidder shall again seal the sealed envelopes of Original Technical Proposal and the Original Financial Proposal in an outer envelope, duly marking the envelope as under:

Original Tender for


Tender No. 320072020-2

Strictly Confidential






13.10 The Bidder shall again seal the sealed envelopes of Duplicate Technical Proposal and the Duplicate Financial Proposal in an outer envelope, duly marking the envelope as under:

Duplicate Tender for


Tender No. 320072020-2

Strictly Confidential






13.11 The Tender shall be dropped in the prescribed Tender Box placed at the Reception of the

Page 13 of 38

Purchaser’s office, not later than 1200 hours on last date of submission of bids. No late bid shall be accepted.

13.12 This is made obligatory to affix authorized signatures with official seal on all original and duplicate (copies) documents, annexures, copies, certificates, brochures, literature, letters, forms and all relevant documents as part of the bids submitted by the Bidder.

14. Tender Price

14.1 The quoted price shall be:

14.1.1 best / final / fixed and valid until completion of all obligations under the Contract i.e. not subject to variation / escalation;

14.1.2 in Pak Rupees;

14.1.3 inclusive of all taxes, duties, levies, insurance, freight, etc.;

14.1.4 including all charges up to the delivery point at Government Office(s) in Punjab (if required).

14.2 If not specifically mentioned in the Tender(s), it shall be presumed that the quoted price is as per the above requirements.

14.3 Where no prices are entered against any item(s), the price of that item shall be deemed be free of charge, and no separate payment shall be made for that item(s).

15. Bid Security (Earnest Money)

15.1 The bid security amount has been calculated as per provisions of Rule-27 “Bid Security” of PPRA Rules, 2014 (i.e. not exceeding five percent of the estimated cost), the Bidder shall furnish the Bid Security (Earnest Money) as under:

15.1.1 For amounts as mentioned in below table;

Sr. No. Items Description Total Amount Total Bid Security

1 Printing & Publishing Items 2,600,000/- 52,000/-

15.1.2 denominated in Pak Rupees

15.1.3 As part of financial bid envelope;

15.1.4 in the form of Demand Draft / Pay Order / Call Deposit Receipt, in the name of the Purchaser;

15.1.5 have a minimum validity period of one hundred and twenty (120) days from the last date for submission of the Tender.

15.1.6 The Bid Security shall be forfeited by the Purchaser, on the occurrence of any / all of the following conditions:

15.1.7 If the Bidder withdraws the Tender during the period of the Tender validity specified by the Bidder on the Tender Form; or

15.1.8 If the Bidder does not accept the corrections of his Total Tender Price; or

15.1.9 If the Bidder, having been notified of the acceptance of the Tender by the Purchaser during the period of the Tender validity, fails or refuses to deliver the required Goods/Items or fulfill the order placed within the stipulated time period.

15.2 The Bid security shall be returned to the technically unsuccessful Bidder with unopened/sealed financial bid while the unsuccessful bidders of financial bid opening procedure will be returned the Bid Security only. The Bid Security shall be returned to the successful Bidder on contract signing.

16. Tender Validity

The Tender shall have a minimum validity period of ninety (90) days from the last date for submission of the Tender. The Purchaser may solicit the Bidder's consent to an extension of the

Page 14 of 38

validity period of the Tender. The request and the response thereto shall be made in writing. If the Bidder agrees to extension of validity period of the Tender, the validity period of the Bid Security shall also be suitably extended. The Bidder may refuse extension of validity period of the Tender, without forfeiting the Bid security.

17. Modification / Withdrawal of the Tender

17.1 The Bidder may, by written notice served on the Purchaser, modify or withdraw the Tender after submission of the Tender, prior to the deadline for submission of the Tender.

17.2 The Tender, withdrawn after the deadline for submission of the Tender and prior to the expiration of the period of the Tender validity, shall result in forfeiture of the Bid Security.

18. Opening of the Tender

18.1 Tenders (Technical Bids) shall be opened at 1230 hours on the last date of submission of bids i.e. 10th August, 2020, in the presence of the Bidder(s) for which they shall ensure their presence without further invitation, as per provision of Rule-30 of PPRA Rules, 2014. In case the last date of bid submission falls in / within the official holidays / weekends of the Purchaser, the last date for submission of the bids shall be the next working day.

18.2 The Bidder's name, modifications, withdrawal, security, attendance of the Bidder and such other details as the Purchaser may, at its exclusive discretion, consider appropriate, shall be announced and recorded.

18.3 No Bidder or its representative will be allowed to keep any digital device (camera, audio recorder, cell phone etc.) during tender opening meeting at given time and location.

19. Clarification of the Tender

The Purchaser shall have the right, at his exclusive discretion, to require, in writing, further information or clarification of the Tender, from any or all the Bidder(s). No change in the price or substance of the Tender shall be sought, offered or permitted except as required to confirm the corrections of arithmetical errors discovered in the Tender. Acceptance of any such correction is sole discretion of the purchaser.

20. Determination of Responsiveness of the Bid (Tender)

20.1 The Purchaser shall determine the substantial responsiveness of the Tender to the Tender Document, prior to the Tender evaluation, on the basis of the contents of the Tender itself without recourse to extrinsic evidence. A substantially responsive Tender is one which:

20.1.1 meets the eligibility criteria given herein this tender document.

20.1.2 meets the Technical Specifications for the Goods/printing & publishing Items;

20.1.3 meets the delivery period / point for the Goods/ printing & publishing Items;

20.1.4 in compliance with the rate and limit of liquidated damages;

20.1.5 is accompanied by the required Bid Security as part of financial bid envelope;

20.1.6 offers fixed price quotations for the Goods/ printing & publishing Items, whereby no optional offer/bid or price is allowed;

20.1.7 The original receipt of tender fee submitted, attached with technical bid envelope;

20.1.8 In compliance with the Preparation/Submission of Tender in a manner prescribed in this tender document clause-13;

20.1.9 Conforms to all terms and conditions of the Tender Document, without material deviation or reservation.

20.2 A material deviation or reservation is one which affects the scope, quality or performance of the Services / Goods or limits the Purchaser's rights or the Bidder's obligations under the Contract.

20.3 The Tender determined as not substantially responsive shall not subsequently be made

Page 15 of 38

responsive by the Bidder by correction or withdrawal of the material deviation or reservation.

21. Correction of errors / Amendment of Tender

21.1 The Tender shall be checked for any arithmetic errors which shall be rectified, as follows:

21.1.1 if there is a discrepancy between the amount in figures and the amount in words for the Total Tender Price entered in the Tender Form, the amount which tallies with the Total Tender Price entered in the Price Schedule, shall govern.

21.1.2 if there is a discrepancy between the unit rate and the total price entered in the price Schedule, resulting from incorrect multiplication of the unit rate by the quantity, the unit rate as quoted shall govern and the total price shall be corrected, unless there is an obvious and gross misplacement of the decimal point in the unit rate, in which case the total price as quoted shall govern and the unit rate shall be corrected.

21.1.3 if there is a discrepancy in the actual sum of the itemized total prices and the total tender price quoted in the Price Schedule, the actual sum of the itemized total prices shall govern.

21.2 The Tender price as determined after arithmetic corrections shall be termed as the Corrected Total Tender Price which shall be binding upon the Bidder.

21.3 Adjustment shall be based on corrected Tender Prices. The price determined after making such adjustments shall be termed as Evaluated Total Tender Price.

21.4 No credit shall be given for offering delivery period earlier than the specified period.

22. TECHNICAL EVALUATION CRITERIA

PASS MARKS: A technically eligible bidder, based on conditions listed in this document, not meeting the 70% pass marks limit will be rejected in Technical Evaluation, and its sealed/unopened Financial Proposal shall be returned back. All bidders scoring greater than or equal to 70% of the marks will be accepted in technical proposal, and their financial bids will be opened. PROVISO: Provided that if NONE or ONLY ONE (single) bidder exceeds the 70% pass mark, then the Purchaser SHALL decrease the Pass Mark limit to 50%. In other words, if TWO or more bidders exceed 70%, then the Pass Mark will NOT be decreased to 50%. If Pass Marks are decreased to 50%, then ALL bidders with scores greater than or equal to 50% shall be considered EQUALLY as approved in the Technical Evaluation, and their Financial Bids shall be opened. The Bidders who have duly complied with the Eligibility/Qualification and Evaluation Criteria will be eligible for further processing.

The Bids which do not conform to the Technical Specifications or Bid conditions or the Bids from the Bidders without adequate capabilities for supply will be rejected. The Eligible/Technically Qualified Bidders will be considered for further evaluation.

The Technical proposals shall be evaluated by the technical evaluation committee in the light of following evaluation criteria:

Category Description Points

Legal (Mandatory)

Valid Income Tax Registration *Registered for at least one (01) year Required

Valid General Sales Tax Registration (Status = Active with FBR) Required

Page 16 of 38

Undertakings:

i. Submission of undertaking that the firm is not blacklisted by any of Provincial or Federal Government Department anywhere in Pakistan.

ii. In full compliance of the Execution Schedule and Delivery Period mentioned in tender document (Undertaking).

iii. Compliance to the technical specifications of Printed & publication (all items) to be procured mentioned vide Annexure-A of this document.

Required

NOTE: i. Verifiable documentary proof for all above requirements. Bidder must include checklist for above

requirements in their bid.

ii. The result of the technical evaluation will be announced at least one (01) day before the opening of financial bids. Said one day time will be given for the grievance regarding technical qualification / disqualification of the bidders. However, after lapse of given time between the declaration of technical evaluation report and opening of the financial, no grievance petition would be entertained concerning the technical qualification / disqualification of the bidder. The objection after the opening of the financial bid would remain restricted to the financial bid only.

23. FINANCIAL PROPOSAL EVALUATION

23.1 Technically qualified/successful bidder(s)/Bidder(s) shall be called for opening of the Financial Proposal(s). The Financial Proposals will be opened in the presence of the Bidders at the time and venue indicated by the Purchaser accordingly. The technically Eligible/Successful Bidder(s)/Bidder(s) or their authorized representatives shall be allowed to take part in the Financial Proposal(s) opening.

23.2 Financial Proposal evaluation will be conducted under the Punjab Procurement Rules, 2014. The

Price evaluation will include all duties, taxes and expenses etc. In case of any exemption of duties

and taxes made by the Government in favor of the Purchaser, the contractor shall be bound to

adjust the same in the Financial Proposal.

23.2.1 In cases of discrepancy between the cost/price quoted in Words and in Figures, the lower

of the two will be considered.

23.2.2 In evaluation of the price of an imported item, the price will be determined and

considered inclusive of the customs and other import duties etc.;

23.2.3 In evaluation of the price of articles/goods which are subject to excise duty, sales tax,

income tax or any other tax or duty levied by the Government, the price will be

determined and considered inclusive of such duties and taxes.

Category Description Points

Experience

Worth of projects of similar nature that include

IT equipment / hardware / Printing & Publishing

Items etc. in last one (01) year (Verifiable

through relevant purchase orders / contracts)

(Max Points 100)

1.5-02 million 50 Points

2.1-2.5 million 70 Points

2.6 million or above 100 Points

Page 17 of 38

23.3 The Purchaser will not be responsible for any erroneous calculation of taxes and all differences

arising out as above shall be fully borne by the Successful Bidder. All payments shall be subject to

any and all taxes, duties and levies applicable under the laws of Pakistan for the whole period

starting from issuance of Letter of Intent (LOI) till termination of the signed contract in this regard.

24. Rejection / Acceptance of the Bid

24.1 The Purchaser shall have the right, at his exclusive discretion, to increase / decrease the quantity of any or all item(s) without any change in unit prices or other terms and conditions at the time of order placement. The Purchaser may reject all bids or proposals at any time prior to the acceptance of a bid or proposal. The Purchaser shall upon request communicate to any bidder, the grounds for its rejection of all bids or proposals, but shall not be required to justify those grounds. The Purchaser shall incur no liability, solely, by virtue of its invoking sub-rule (1) of Rule-35 of Punjab Procurement Rules, 2014 towards the bidders. However, bidders shall be promptly informed about the rejection of the bids, if any (As per Rule 35 of Punjab Procurement Rules, 2014).

24.2 The Tender shall be rejected if it is:

24.2.1 substantially non-responsive in a manner prescribed in this tender document clause-20; or

24.2.2 submitted in other than prescribed forms, annexes, schedules, documents / by other than specified mode; or

24.2.3 incomplete, partial, conditional, alternative, late; or

24.2.4 relevant bid security is not submitted;

24.2.5 subjected to interlineations / cuttings / corrections / erasures / overwriting; or

24.2.6 the Bidder refuses to accept the corrected Total Tender Price; or

24.2.7 the Bidder has conflict of interest with the Purchaser; or

24.2.8 the Bidder tries to influence the Tender evaluation / Contract award; or

24.2.9 the Bidder engages in corrupt or fraudulent practices in competing for the Contract award;

24.2.10 the Bidder fails to meet all the requirements of Tender Eligibility / Qualification Criteria (Clause-7);

24.2.11 the Bidder fails to meet the evaluation criteria requirements (clause-22);

24.2.12 the Bidder has been blacklisted by any public or private sector organization;

24.2.13 the Bidder has been served any legal notices or displeasure letters by any public sector organization on serious failures to provide satisfactory services;

22.1.1 the Bidder has mentioned any financial implication(s) in the financial proposal that is in contradiction to this document and Government rules and regulations.

22.1.2 there is any discrepancy between bidding documents and bidder’s proposal i.e. any non-conformity or inconsistency or informality or irregularity in the submitted bid.

22.1.3 the Bidder submits any financial conditions as part of its bid which are not in conformity with tender document.

22.1.4 Non-submission of verifiable proofs against the mandatory as well as general documentary, qualification and eligibility related requirements.

22.1.5 If the rates quoted by vender are not workable or on higher side etc.

Page 18 of 38

25. Award Criteria

25.1. At first step, eligible bidder(s)/Bidder(s) as per clause-7 (Tender Eligibility) of this tender document fulfilling the qualification and technical evaluation criteria will stand technically qualified.

25.2. At second step, technically qualified and successful bidder(s)/Bidder(s) will be evaluated in the light of all Pre-Conditions, necessary requisites and shall be selected on lowest cost quoted as per rules and fulfilling all codal formalities, irrespective of their score in the previous step.

26. Acceptance Letter

As per provisions of Rule (55) of Punjab Procurement Rules 2014, the Purchaser shall issue the Intent Letter to the successful Bidder, at least after 10 days of announcement of bid evaluation reports (Ref. Rule-37 of PPRA Rules, 2014) and prior to the expiry of the original validity period or extended validity period of the Tender, which shall constitute a contract, until execution of the formal Contract.

27. Redressal of grievances by the procuring agency

27.1 The Purchaser has constituted a committee comprising of odd number of persons, with proper powers and authorizations, to address the complaints of bidders that may occur prior to the entry into force of the procurement contract.

27.2 Any bidder feeling aggrieved by any act of the Purchaser after the submission of his bid may lodge a written complaint concerning his grievances not later than ten days after the announcement of the bid evaluation report.

27.3 The committee shall investigate and decide upon the complaint within fifteen days of the receipt of the complaint.

27.4 Mere fact of lodging of a complaint shall not warrant suspension of the procurement process.

27.5 Any bidder not satisfied with the decision of the committee of the Purchaser may lodge an appeal in the relevant court of jurisdiction.

Page 19 of 38

II. General Conditions of Draft Contract

28. Contract

The Purchaser shall, after issuance of LOI to the successful bidder, send the Contract provided in the Tender Document, to the successful Bidder. Within three working days of the receipt of such Contract, the Bidder shall sign and date the Contract and return it to the Purchaser.

29. Contract Duration

The Framework Contract duration shall be for the period of one (01) year, starting from the date of issuance of Letter of Intent and extendable up to next two (2) years based on provisioning of satisfactory services / goods by the Contractor, needs, requirements and approved budgetary provisions of the Purchaser.

30. Contract Documents and Information

The Contractor shall not, without the Purchaser's prior written consent, make use of the Contract, or any provision thereof, or any document(s), specifications, pattern(s), sample(s) or information furnished by or on behalf of the Purchaser in connection therewith, except for purposes of performing the Contract or disclose the same to any person other than a person employed by the Contractor in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance

31. Contract Language

The Contract and all documents relating to the Contract, exchanged between the Contractor and the Purchaser, shall be in English. The Contractor shall bear all costs of translation to English and all risks of the accuracy of such translation.

32. Standards

The Goods / Items / General Order Supplies / Services provided under this Contract shall conform to the authoritative latest industry standards.

33. Patent Right

The Contractor shall indemnify and hold the Purchaser harmless against all third party claims of infringement of patent, trademark or industrial design rights arising from use of the Goods/items or Service or any part thereof.

34. Execution Schedule

The Contractor shall deliver Goods/items within fifteen (15) days from the issuance of relevant Purchase Order(s) during the period of contract, subsequent to the issuance of Letter of Intent.

35. Delivery

35.1 The Contractor shall indicate his delivery approach clearly specifying the requirements for packing, shipping and unpacking of deliverable Goods/Items with any associated/relevant documentation. The Contractor shall deliver the Goods/Item at various Government Offices in Punjab, as specified by the Purchaser at the time of delivery.

35.2 The Goods/Items shall remain at the risk and under the physical custody of the Contractor until the delivery, inspection and taking over of the Goods is completed.

35.3 The Contractor shall ensure that the Goods shall be delivered complete. If it shall appear to the Client that the Goods have been or are likely to be delayed by reason of incomplete delivery or

Page 20 of 38

for any other reasons, he may require the Contractor at the expense of the Contractor to dispatch the missing items of the Goods or suitable replacements thereof to the site of delivery by the fastest available means including air freight.

35.4 In any circumstances changing of brand will not be acceptable. However, higher/latest model of the same brand can be delivered after approval of the purchaser.

36. Payment

36.1 The Contractor shall provide all necessary supporting documents along with invoice.

36.2 The Contractor shall submit an Application for Payment, to the Purchaser. The Application for Payment shall: be accompanied by such invoices, receipts or other documentary evidence as the Purchaser may require; state the amount claimed; and set forth in detail, in the order of the Price Schedule, particulars of the Goods/Items/General Order Supplies supplied, the Services provided and the Works done, up to the date of the Application for Payment and subsequent to the period covered by the last preceding Payment, if any.

36.3 The Purchaser shall get verified the details of Goods/Printing and Publishing Items delivered against the invoice from concerned team of PITB and Payment shall be made on complete delivery of Goods / Printing and Publishing Items after issuance of satisfactory certificate by concerned team, as per details given in the Letter of Intent/Purchase Order.

36.4 The Purchaser shall pay the amount verified within thirty (30) days. Payment shall not be made in advance and against partial deliveries. The Purchaser shall make payment for the Goods supplied, the Services provided and the Works done, to the Contractor, as per Government policy, in Pak Rupees, through treasury cheque.

36.5 All payments shall be subject to any and all taxes, duties and levies applicable under the laws of Pakistan, for the whole period starting from issuance of Intent Letter till termination of the signed contract in this regard.

37. Price

The Contractor shall not charge prices for the Goods/Items/General Order Supplies, the Services provided and for other obligations discharged, under the Contract, varying from the prices quoted by the Contractor in the Price Schedule.

38. Contract Amendment

38.1 The Purchaser may at any time, by written notice served to the Contractor, alter or amend the contract for any identified need/requirement in the light of prevailing rules and regulations.

38.2 The Contractor shall not execute any Change until and unless the Purchaser has allowed the said Change, by written order served on the Contractor.

38.3 The Change, mutually agreed upon, shall constitute part of the obligations under this Contract, and the provisions of the Contract shall apply to the said Change.

38.4 No variation in or modification in the Contract shall be made, except by written amendment signed by both the Purchaser and the Contractor.

39. Assignment / Subcontract

39.1 The Contractor shall not assign or sub-contract its obligations under the Contract, in whole or in part, except with the Purchaser's prior written consent.

39.2 The Contractor shall guarantee that any and all assignees / subcontractors of the Contractor shall, for performance of any part / whole of the work under the contract, comply fully with the terms and conditions of the Contract applicable to such part / whole of the work under the contract.

Page 21 of 38

40. Extensions in time for performance of obligations under the Contract

If the Contractor encounters conditions impeding timely performance of any of the obligations, under the Contract, at any time, the Contractor shall, by written notice served on the Purchaser with a copy to the Client, promptly indicate the facts of the delay, its likely duration and its cause(s). As soon as practicable after receipt of such notice, the Purchaser shall evaluate the situation and may, at its exclusive discretion, without prejudice to any other remedy it may have, by written order served on the Contractor with a copy to the Client, extend the Contractor's time for performance of its obligations under the Contract.

41. Liquidated Damages

If the Contractor fails / delays in performance of any of the obligations, under the Contract / Letter of Intent violates any of the provisions of the Contract / Letter of Intent commits breach of any of the terms and conditions of the Contract / Letter of Intent, the Purchaser may, without prejudice to any other right of action / remedy it may have, deduct from the Contract Price against undelivered portion, as liquidated damages, a sum of money @0.25% of the total Contract Price which is attributable to such part of the Goods/ Items/General Order Supplies, in consequence of the failure / delay, be put to the intended use, for every day between the scheduled delivery date(s), with any extension of time thereof granted by the Purchaser, and the actual delivery date(s). Provided that the amount so deducted shall not exceed, in the aggregate, 10% of the Contract Price.

42. Blacklisting

If the Contractor fails / delays in performance of any of the obligations, under the Contract / Letter of Intent, violates any of the provisions of the Contract / Letter of Intent, commits breach of any of the terms and conditions of the Contract / Letter of Intent or found to have engaged in corrupt or fraudulent practices in competing for the award of contract / Letter of Intent or during the execution of the contract / Letter of Intent, the Purchaser may without prejudice to any other right of action / remedy it may have, blacklist the Contractor, either indefinitely or for a stated period, for future tenders in public sector, as per provision of Punjab Procurement Rules, 2014 and PITB Procurement Regulations and Guidelines.

43. Termination for Default

If the Contractor fails / delays in performance of any of the obligations, under the Contract /violates any of the provisions of the Contract / commits breach of any of the terms and conditions of the Contract the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, by written notice served on the Contractor with a copy to the Client, indicate the nature of the default(s) and terminate the Contract, in whole or in part, without any compensation to the Contractor. Provided that the termination of the Contract shall be resorted to only if the Contractor does not cure its failure / delay, within fifteen working days (or such longer period as the Client may allow in writing), after receipt of such notice.

44. Termination for Insolvency

If the Contractor becomes bankrupt or otherwise insolvent, the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, by written notice served on the Contractor with a copy to the Client, indicate the nature of the insolvency and terminate the Contract, in whole or in part, without any compensation to the Contractor.

45. Termination for Convenience

45.1 Any of the parties may, at any time, by written notice served on the Contractor with a copy to the Client, terminate the Contract, in whole or in part, for its convenience, without any compensation to the other party.

Page 22 of 38

45.2 The Goods and the Services which are complete or to be completed by the Contractor, within thirty working days after the receipt of such notice, shall be accepted by the Purchaser. For the remaining Goods / Services, the Purchaser may elect: 45.2.1 to have any portion thereof completed and delivered; and/or 45.2.2 to cancel the remainder and pay to the Contractor an agreed amount for partially

completed Services, Works and materials / parts previously procured by the Contractor for the purpose of the Contract.

46. Force Majeure

46.1 For the purpose of this contract “Force Majeure” means an event which is beyond the reasonable control of a party and which makes a party’s performance of its obligations under the Contract / Letter of Intent impossible or so impractical as to be considered impossible under the circumstances, and includes, but is not limited to, War, Riots, Storm, Flood or other industrial actions (except where such strikes, lockouts or other industrial are within the power of the party invoking Force Majeure), confiscation or any other action by Government agencies. In all disputes between the parties as to matters arising pursuant to this Contract, the dispute be referred for resolution by arbitration under the Pakistan Arbitration Act, 1940, as amended, by one or more arbitrators selected in accordance with said Law. The place for arbitration shall be Lahore, Pakistan. The award shall be final and binding on the parties.

46.2 The Contractor shall not be liable for liquidated damages, blacklisting for future tenders, if and to the extent his failure / delay in performance /discharge of obligations under the Contract / Letter of Intent is the result of an event of Force Majeure.

46.3 If a Force Majeure situation arises, The Contractor shall, by written notice served on The Purchaser, indicate such condition and the cause thereof. Unless otherwise directed by The Purchaser in writing, The Contractor shall continue to perform under the Contract / Letter of Intent as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

46.4 Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or Agents or Employees, nor (ii) any event which a diligent Party could reasonably have been expected to both (A) take into account at the time of the conclusion of this Contract / Letter of Intent and (B) avoid or overcome in the carrying out of its obligations here under.

46.5 Force Majeure shall not include insufficiency of funds or failure to make any payment required hereunder.

47. Dispute Resolution

47.1 The Purchaser and the Contractor shall make every effort to amicably resolve, by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the Contract / Letter of Intent.

47.2 If, after thirty working days, from the commencement of such informal negotiations, the Purchaser and the Contractor have been unable to amicably resolve a Contract / Letter of Intent dispute, either party may, require that the dispute be referred for resolution by arbitration under the Pakistan Arbitration Act, 1940, as amended, by one or more arbitrators selected in accordance with said Law. The place for arbitration shall be Lahore, Pakistan. The award shall be final and binding on the parties.

48. Statutes and Regulations

48.1 The Contract / Letter of Intent shall be governed by and interpreted in accordance with the laws of Pakistan.

48.2 The Contractor shall, in all matters arising in the performance of the Contract/ Letter of Intent, conform, in all respects, with the provisions of all Central, Provincial and Local Laws, Statutes, Regulations and By-Laws in force in Pakistan, and shall give all notices and pay all fees required to be given or paid and shall keep the Purchaser indemnified against all penalties and liability of

Page 23 of 38

any kind for breach of any of the same. 48.3 The Courts at Lahore shall have the exclusive territorial jurisdiction in respect of any dispute or

difference of any kind arising out of or in connection with the Contract.

49. Taxes and Duties

The Contractor shall be entirely responsible for all taxes, duties and other such levies imposed make inquiries on income tax / sales tax to the concerned authorities of Income Tax and Sales Tax Department, Government of Pakistan.

50. Contract Cost

The Contractor shall bear all costs / expenses associated with the preparation of the Contract and the Purchaser shall in no case be responsible / liable for those costs / expenses. The successful bidder shall provide legal stamp papers of relevant value according to Govt. rules and regulations for signing of the formal contract.

51. The Client

51.1 The Client shall only carry out such duties and exercise such authority as specified in the Contract. The Client shall have no authority to relieve the Contractor of any of his obligations under the Contract, except as expressly stated in the Contract.

51.2 The Contractor shall proceed with the decisions, instructions or approvals given by the Client in accordance with these Conditions.

51.3 The Client shall conform to all the relevant clauses of this Tender Document to carry out all responsibilities assigned thereto in a timely manner.

52. Authorized Representative

52.1 The Purchaser, the Client or the Contractor may, at their exclusive discretion, appoint their Authorized Representative and may, from time to time, delegate any / all of the duties / authority, vested in them, to their authorized Representative(s), including but not limited to, signing on their behalf to legally bind them, and may, at any time, revoke such delegation.

52.2 The Authorized Representative shall only carry out such duties and exercise such authority as may be delegated to him, by the Purchaser, the Client or the Contractor.

52.3 Any such delegation or revocation shall be in writing and shall not take effect until notified to the other parties to the Contract.

52.4 Any decision, instruction or approval given by the Authorized Representative, in accordance with such delegation, shall have the same effect as though it had been given by the Principal.

52.5 Notwithstanding Clause 52.2, any failure of the Authorized Representative to disapprove any Goods or Services or Works shall not prejudice the right of the Client to disapprove such Goods or Services or Works and to give instructions for the rectification thereof.

52.6 If the Contractor questions any decision or instruction of the Authorized Representative of the Purchaser / the Client, the Contractor may refer the matter to the Purchaser / the Client who shall confirm, reverse or vary such decision or instruction.

53. Waiver

Failure of either party to insist upon strict performance of the obligations of the other party, under the Contract/ Letter of Intent, shall in no way be deemed or construed to affect in any way the right of that party to require such performance.

Page 24 of 38

ANNEXURE-A

TECHNICAL SPECIFICATIONS OF PRINTED ITEMS

Sr. #

Item Name Medium Details Total Quoted Item (s)

(Make & Model) Offered

Specification(s)

1 Poster Offset Size 18”x23”, 4 color printing on

art paper 135g 1000

2 Flyers Offset Size: ½ A4 (A5), art paper 135g( 4

color printing single side ) 4000

3 Flyers Offset Size: A4,art paper 135g( 4 color

single side ) 2000

4 Letter Heads

Offset Size: A4, 4 color printing, 100gm

offset paper 14000

5 Letter Heads

Offset Size: Legal, 4 color printing,

100gm offset paper 9000

6 Notebooks

(Large) Offset

Size: A4 80gms, 50 pages single

color( BOTH SIDE) printing

notebook with hardbound glossy

cover (4 color printing) with ring

binding

3000

7 Notebooks (Medium)

Offset

Size: 6x8 inches, 80gms, 50 pages

single color( BOTH SIDE) printing



binding

2000

8 Notebooks (Small)

Offset





binding

3000

9 Envelope Offset Size: A4, white, 4 color printing,

(ART/MATT) paper 135gm 2500

10 File Covers Offset

Size: 9x12 inches with two

pockets either side, 4 color

printing, art card

1500

11 Instruction

Manual Offset

1/2 A4,(A5) 12 pages( 6 LEAVES ),

4 color printing, art paper 135gm 10000

12 Certificates Offset A4, 4 color printing, Laminated

matt card, 310gm 7000

13 Goody Bags Offset 4 color printing, 12"w x 10"h(

DEPTH 4.5" ), 135gms 2500

14 Goody Bags Offset 4 color printing, 10"w x

15"h(DEPTH 4.5") , 135gms 2500

Page 25 of 38

15 Goody Bags Offset 4 color printing, 6"w x 9"h(

DEPTH 4.5"), 135gms 1000

16 Sticker Offset

Size 2.5x4 Inches. 4 color logo

printed on front side of sticker

with Transparent background

2500

17 Buntings Offset

Size 5.1 x 8.3 Inches. 4 color

printing on 250gms art card, Both

side printing with lamination. Die

cut (HANGING STRING).

2500

18 Name Tags Offset

Size 2.5'' x 4'' , 4 color printing on

310gm art card,

lamination/plastic cover with

(NON PRINTED) ribbons

2500

19 Laptop Stickers

Offset

Size 2.5'' x 4'', 4 color printing

(QUALITY OF STICKER. i.e

Transparent or solid vinyl)

400

20 Brochures Offset 1/2 A4 (A5), 150gms, front/back

printing 20000

21 Card File CLIP (A4)

Bleach

Card,350g

Size A4,printed office name &

logo, 9.5” x 14” 5000

22 Card File CLIP (A4)

Bleach

Card,250g

Size A4, printed office name &

logo, 9.5” x 14” 5000

23 Card File

CLIP (Legal)

Bleach

Card,350g

Size Legal, printed office name &

logo 11” x 15.5” 3000

24 Card File

CLIP (Legal)

Bleach

Card,250g


logo 11” x 15.5” 2000

25 Card File

Noting (A4)

Bleach

Card 350g

Size A4, , printed office name &

logo with noting file thread 4000

26 Card File Noting (Legal)

Bleach

card 350g Size Legal, printed office name &


27 Envelop A4

100

grams

Printed office name, address &

logo, A4 Size

Brown/white

10000

28 Envelop Legal

100

grams


logo, Legal Size Brown/white 5000

29 Envelop Letter

100

grams

Printed office name, address and

logo Letter size white 10000

* Final designs shall be provided at the time of Purchase Orders (POs) subsequent to the issuance of Letter of Intent (LOI).

NOTE: 1. The bidder shall provide free of charge single specimen sample of their respective quoted items

to the Purchaser (if required).

2. Duly filled above technical specifications sheets by the bidder with required information must

be enclosed in technical bid by the bidder(s).

Page 26 of 38

FORMS & OTHER REQUIRED DOCUMENTS

ANNEXURE-B

Technical Proposal Submission Form

[Location, Date]

To _(Name and address of Client / Purchaser)_

Dear Sir,

We, the undersigned, offer to provide the _(insert title of assignment)_ in accordance with your

Request for Proposal/Tender Document No.______ dated _(insert date)_ and our Proposal. We are

hereby submitting our Proposal, which includes the Technical Proposal and the Financial Proposal sealed

in two separate envelopes.

We undertake, if our Proposal is accepted, to provide supply of _________related to the

assignment.

We also confirm that the Government of Pakistan / Punjab has not declared us, or any, ineligible

on charges of engaging in corrupt, fraudulent, collusive or coercive practices. We furthermore, pledge not

to indulge in such practices in competing for or in executing the Contract, and we are aware of the

relevant provisions of the Proposal Document.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature (Original)

(In full and initials)

Name and Designation of Signatory

Name of Firm

Address

Page 27 of 38

ANNEXURE-C

Financial Proposal Submission Form (Part of Financial Bid Envelope)

[Location, Date]

To _(Name and address of Client / Purchaser)_

Dear Sir,

We, the undersigned, offer to provide the _(Insert title of assignment)_ in accordance with your

Request for Proposal No._______ dated _(insert date)_ and our Technical Proposal. Our attached

Financial Proposal is for the sum of _(insert amount in words and figures)_. This amount is inclusive of all

taxes.

Our Financial Proposal shall be binding upon us up to expiration of the validity period of the

Proposal, i.e. before the date indicated in _______ of the Proposal Data Sheet.

We also declare that the Government of Pakistan / Punjab has not declared us or any Sub-

Contractors for any part of the Contract, ineligible on charges of engaging in corrupt, fraudulent,

collusive, or coercive practices. We furthermore, pledge not to indulge in such practices in competing for

or in executing the Contract, and are aware of the relevant provisions of the Proposal Document.

We understand you are not bound to accept any Proposal you receive.

Signed

In the capacity of:

Duly authorized to sign the proposal on behalf of the Applicant.

Date:

Page 28 of 38

ANNEXURE-D

Price Schedule / Financial Cost Sheet

Sr.# Item Name Items Specification No. of units

(1)

Price per unit

(Incl. all Tax) if applicable

PKR (2)

Total Cost

(No. of units *

Per unit price incl. taxes)

3=(1*2)

1 Poster Size 18”x23”, 4 color printing on

art paper 135g 1000

2 Flyers Size: ½ A4 (A5), art paper 135g( 4

color printing single side ) 4000

3 Flyers Size: A4,art paper 135g( 4 color

single side ) 2000

4 Letter Heads Size: A4, 4 color printing, 100gm

offset paper 14000

5 Letter Heads Size: Legal, 4 color printing,

100gm offset paper 9000

6 Notebooks

(Large)

Size: A4 80gms, 50 pages single

color( BOTH SIDE) printing



binding

3000

7 Notebooks (Medium)





binding

2000

8 Notebooks

(Small)





binding

3000

9 Envelope Size: A4, white, 4 color printing,

(ART/MATT) paper 135gm 2500

10 File Covers

Size: 9x12 inches with two

pockets either side, 4 color

printing, art card

1500

11 Instruction

Manual

1/2 A4,(A5) 12 pages( 6 LEAVES ),

4 color printing, art paper 135gm 10000

12 Certificates A4, 4 color printing, Laminated

matt card, 310gm 7000

13 Goody Bags 4 color printing, 12"w x 10"h(

DEPTH 4.5" ), 135gms 2500

Page 29 of 38

Notes to Price Table:

i. X will determine the total bid cost.

14 Goody Bags 4 color printing, 10"w x

15"h(DEPTH 4.5") , 135gms 2500

15 Goody Bags 4 color printing, 6"w x 9"h(

DEPTH 4.5"), 135gms 1000

16 Sticker

Size 2.5x4 Inches. 4 color logo

printed on front side of sticker

with Transparent background

2500

17 Buntings

Size 5.1 x 8.3 Inches. 4 color

printing on 250gms art card, Both

side printing with lamination. Die

cut (HANGING STRING).

2500

18 Name Tags

Size 2.5'' x 4'' , 4 color printing on

310gm art card,

lamination/plastic cover with

(NON PRINTED) ribbons

2500

19 Laptop Stickers

Size 2.5'' x 4'', 4 color printing

(QUALITY OF STICKER. i.e

Transparent or solid vinyl)

400

20 Brochures 1/2 A4 (A5), 150gms, front/back

printing 20000

21 Card File CLIP

(A4)

Size A4,printed office name &

logo, 9.5” x 14” 5000

22 Card File CLIP

(A4)

Size A4, printed office name &

logo, 9.5” x 14” 5000

23 Card File CLIP

(Legal)


logo 11” x 15.5” 3000

24 Card File CLIP

(Legal)


logo 11” x 15.5” 2000

25 Card File Noting Size A4, , printed office name &


26 Card File Noting Size Legal, printed office name &


27 Envelop A4


logo, A4 Size

Brown/white

10000

28 Envelop Legal Printed office name, address &

logo, Legal Size Brown/white 5000

29 Envelop Letter Printed office name, address and

logo Letter size white 10000

Total Bid Cost X

Page 30 of 38

ii. Prices must be quoted for all items.

iii. The Framework Contract duration shall be for the period of one (01) year, starting from the date of issuance of Letter of Intent and extendable up to next two (2) years based on provisioning of satisfactory services / goods by the Contractor, needs, requirements and approved budgetary provisions of the Purchaser.

Total Cost (in words) Rs. ________

Date ___________

Signature of authorized person Name:

(Company Seal)

__________________

In the capacity of Dully authority by

Note: No cutting or overwriting is allowed. Any cutting or overwriting will lead to rejection of the

financial bid.

Page 31 of 38

ANNEXURE-E

Format for Covering Letter

To

(Name and address of Purchaser)

Sub: ________________________________________________.

Dear Sir,

a) Having examined the tender document and Appendixes we, the undersigned, in conformity with

the said document, offer to provide the said items / Services on terms of reference to be signed

upon the award of contract for the sum indicated as per financial bid.

b) We undertake, if our proposal is accepted, to provide the items/services comprise in the contract

within time frame specified, starting from the date of receipt of notification of award from the

client Department / Office.

c) We agree to abide by this proposal for the period of ____ days (as per requirement of the

project) from the date of bid opening and it shall remain binding upon us and may be accepted at

any time before the expiration of that period.

d) We agree to execute a contract in the form to be communicated by the (insert name of the

Purchaser)_, incorporating all agreements with such alterations or additions thereto as may be

necessary to adapt such agreement to the circumstances of the standard.

e) Unless and until a formal agreement is prepared and executed this proposal together with your

written acceptance thereof shall constitute a binding contract agreement.

f) We understand that you are not bound to accept a lowest or any bid you may receive, not to give

any reason for rejection of any bid and that you will not defray any expenses incurred by us in

biding.

_________________________

Authorized Signatures with Official Seal

Page 32 of 38

ANNEXURE-F

INSTRUCTION FOR PREPARATION OF POWER OF ATTORNEY

a) To be executed by an authorized representative of the bidder.

b) The mode of execution of the Power of Attorney should be in accordance with the procedure, if any,

laid down by the applicable law and the charter documents of the executants and when it is so

required the same should be under common seal affixed in accordance with the required procedure.

c) Also, wherever required, the Bidder should submit for verification the extract of the charter

documents and documents such as a resolution/power of attorney in favor of the Person executing

this Power of Attorney for the delegation of power hereunder on behalf of the Bidder.

d) In case the Application is signed by an authorized Director / Partner or Proprietor of the Applicant, a

certified copy of the appropriate resolution / document conveying such authority may be enclosed in

lieu of the Power of Attorney.

Page 33 of 38

Format of Power-of-Attorney

POWER OF ATTORNEY

(On Stamp Paper of relevant value)

Know all men by these presents, we (name of the company and address of the registered office) do

hereby appoint and authorize Mr. (full name and residential address) who is presently employed with us

and holding the position of as our attorney, to do in our name and on our behalf, all such acts, deeds and

things necessary in connection with or incidental to our proposal for (name of the project) in response to

the tenders invited by the (name of the Purchaser) including signing and submission of all documents and

providing information/responses to (name of the Purchaser) in all matters in connection with our Bid.

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to this

Power of Attorney and that all acts, deeds and things done by our aforesaid attorney shall and shall

always be deemed to have been done by us.

Dated this _____ day of ____________________ 20__

For ________________________________

(Signature)

(Name, Designation and Address)

Accepted

(Signature)

(Name, Title and Address of the Attorney)

Date:

Page 34 of 38

ANNEXURE-G

UNDERTAKING

It is certified that the information furnished here in and as per the document submitted is true and

correct and nothing has been concealed or tampered with. We have gone through all the conditions of

tender and are liable to any punitive action for furnishing false information / documents.

Dated this _____ day of ____________________ 20__

Signature

(Company Seal)

__________________

In the capacity of

Duly authorized to sign bids for and on behalf of:

Page 35 of 38

ANNEXURE-H

(To be submitted on legal stamp paper)

AFFIDAVIT

(Integrity Pact)

We _(Name of the bidder / supplier)_ being the first duly sworn on oath submit, that Mr. / Ms. ________

(if participating through agent / representative) is the agent / representative duly authorized by _(Name

of the bidder company)_ hereinafter called the Contractor to submit the attached bid to the _(Name of

the Purchaser)_. Affiant further states that the said M/s (Bidding Firm/Company Name) has not paid,

given or donate or agreed to pay, given or donate to any line officer or employee of the _(Name of the

Purchaser)_ any money or thing of value, either directly or indirectly, for special consideration in the

letting of the contract, or for giving undue advantage to any of the bidder in the bidding and in the

evaluation and selection of the bidder for contract or for refraining from properly and thoroughly

maintaining projects implementations, reporting violation of the contract specification or other forms of

non-compliance.

[The Seller/Supplier/Contractor] certifies that it has made and will make full disclosure of all agreements

and arrangements with all persons in respect of or related to the transaction with the Purchaser and has

not taken any action or will not take any action to circumvent the above declaration, representation or

warranty.

[The Seller/Supplier/Contractor] accepts full responsibility and strict liability for making any false

declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the

purpose of this declaration, representation and warranty. It agrees that any contract, right, interest,

privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any

other right and remedies available to the Purchaser under any law, contract or other instrument, be

voidable at the option of the Purchaser.

Notwithstanding any rights and remedies exercised by the Purchaser in this regard, [the Seller/Supplier/Contractor] agrees to indemnify the Purchaser for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to the Purchaser in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [the Seller/Supplier/Contractor] as aforesaid for the purpose of obtaining or inducing the procurement of any contract, right, interest, privilege or other obligation or benefit in whatsoever form from the Purchaser.

________________

Signature & Stamp

Subscribed and sworn to me this ________ day of _____ 20__

______________________________________________________ Notary Public

Page 36 of 38

ANNEXURE-I

CHECKLIST FOR BID SUBMISSION

Technical Proposal

Part –A (04 Document)

i. Bid Submission Form/Covering letter duly signed and stamped by authorized representative.

(Annexure-E)

ii. Income Tax Registration certificate (NTN)

iii. General Sales Tax Registration (Status = Active with FBR)

iv. Single Undertaking

The compliance, delivery schedule and black listing statement should be made as per mentioned

in tender documents these six things could be collectively mentioned or given on a paper i.e.

Stamp paper or Letter head of company.

One Undertaking consisting on the following: -

a). Firm Blacklisting i.e. firm is not blacklisted by any provincial or federal government

department, agency, organization or autonomous body anywhere in Pakistan.

b). Compliance to Terms & condition mentioned in Tender document, i.e. (All terms &

conditions and qualifications listed anywhere in this tender document have been

satisfactorily vetted) (Annexure-G).

c). Compliance to Delivery Schedule & Execution Schedule as per tender document

e). Compliance to the technical specifications to be procured mentioned vide (Annex-A)

Part –B (02 Document)

v. Technical Proposal Form (Annexure-B)

vi. Technical Bid/BOQ clearly mentioned Quoted Model with Technical specification offered, along

with Brochures / Literature.

Page 37 of 38

Part-C (03 Documents)

Qualification documents

vii. Relevant experience documents (Purchase Orders / Contracts) for specified period i.e. 3 year/1

year etc.

viii. Power of Attorney, if an authorized representative is appointed, dully signed & stamped.

(Annexure-F).

ix. Integrity Pact.

(Note: No extra document will be received during evaluation process. Bidders are requested to

send complete bid)

Un-conditional Bids required to be submit.

Financial Proposal

Part- D (03 documents)

i. Financial Proposal Form (Annexure-C), dully signed & stamped. (AS per tender document)

ii. Price Schedule (Annexure-D), dully signed & stamped. (Tax Calculation)

iii. Bid Security, as per provisions of the clause Bid Security of this document.

Page 38 of 38

ANNEXURE-J